Filing A Complaint Letter Sample: Your Guide to Making Your Voice Heard

[Your Name] [Your Address] [Your Phone Number] [Your Email Address] [Date] [Company Name] [Customer Service Department] [Company Address] Subject: Complaint Regarding Defective [Product Name] - Order Number [Order Number] Dear Sir/Madam, I am writing to express my extreme dissatisfaction with the [Product Name] (model number [Model Number]) that I purchased on [Date of Purchase] from your [Store Location or Website]. My order number is [Order Number]. Upon receiving the product, I discovered that it is defective. Specifically, [describe the defect in detail, e.g., "the screen flickers intermittently," "the battery does not hold a charge for more than two hours," "the stitching on the bag is coming undone"]. I have attempted to [describe any troubleshooting steps you've taken, e.g., "reset the device," "charge it fully," "reinforce the stitching"] but the issue persists. This defect prevents me from using the product as intended, which is unacceptable for a new item. I am requesting a [state your desired resolution, e.g., "full refund," "replacement with a new, working unit," "repair of the defective item"]. I have attached a copy of my receipt and photos/videos of the defect for your reference. I would appreciate it if you could investigate this matter promptly and contact me within [number] business days to discuss a resolution. Thank you for your time and attention to this urgent matter. Sincerely, [Your Signature (if sending a hard copy)] [Your Typed Name]

[Your Name] [Your Address] [Your Phone Number] [Your Email Address] [Date] [Service Provider Company Name] [Customer Relations Department] [Company Address] Subject: Complaint Regarding Unsatisfactory Service on [Date of Service] - Account Number [Account Number] Dear [Manager's Name or Sir/Madam], I am writing to lodge a formal complaint about the service I received from your company on [Date of Service] at approximately [Time of Service] at [Location of Service, if applicable]. I am a customer with account number [Account Number]. During my interaction with your representative, [Name of Representative, if known, or description like "the technician"], I experienced [describe the unsatisfactory service clearly and factually. Be specific. For example, "the technician was unprofessional and dismissive of my concerns," "the repair work was incomplete and the problem recurred within 24 hours," "I was overcharged for the services rendered as per the initial quote"]. I found this experience to be [describe your feelings, e.g., "frustrating," "disappointing," "unacceptable"]. I would like to request [state your desired resolution, e.g., "a refund for the service rendered," "a complimentary follow-up service to rectify the issue," "a discount on future services"]. I have attached [mention any supporting documents, e.g., "a copy of the invoice," "photos of the incomplete work"] to support my claim. I look forward to your prompt response and a fair resolution to this matter. Please contact me within [number] business days to discuss this further. Sincerely, [Your Signature (if sending a hard copy)] [Your Typed Name]

[Your Name] [Your Employee ID Number] [Your Department] [Date] [Your Manager's Name] [Your Manager's Title] [Company Name] [Company Address] Subject: Formal Complaint Regarding [Briefly State Issue, e.g., Workplace Harassment, Unfair Treatment, Unsafe Working Conditions] Dear [Mr./Ms./Mx. Last Name of Manager], I am writing to formally report an issue regarding [state the specific issue] that occurred on [Date(s) of incident(s)] and has been impacting my work environment. This situation involves [briefly explain the core of the problem]. The specifics of the situation are as follows:

1. On [Date], [describe the first incident clearly and factually, including who was involved and what was said or done].
2. On [Date], [describe the second incident, if applicable, following the same format].
3. [Continue with as many points as necessary to detail the incidents].

This behavior has created a [describe the impact on you and your work, e.g., "hostile work environment," "stressful atmosphere," "hindered my ability to concentrate on my tasks"]. I have attempted to [mention any steps you've already taken, e.g., "speak with [colleague's name]," "try to ignore the situation"] but the issue has persisted. I am seeking [state your desired outcome, e.g., "an investigation into this matter," "support in resolving this conflict," "assurance that this behavior will cease," "a change in [specific situation]"]. I believe it is important for the company to maintain a safe and respectful workplace for all employees. I am available to discuss this matter further at your earliest convenience. Please let me know when would be a good time to meet. Sincerely, [Your Signature (if sending a hard copy)] [Your Typed Name]

[Your Name] [Your Address] [Your Phone Number] [Your Email Address] [Date] [Company Name] [Billing Department] [Company Address] Subject: Billing Error - Account Number [Account Number] - Invoice Number [Invoice Number] Dear Sir/Madam, I am writing to dispute a charge on my recent bill for account number [Account Number], invoice number [Invoice Number], dated [Invoice Date]. I believe there is an error in the billing statement regarding [specifically state the item or service that is incorrect]. According to my records, [explain why you believe there's an error. For example, "I was charged $X for a service that was supposed to be free with my plan," "The quantity billed does not match the quantity I received," "I was billed for a product I returned on [Date of Return]"]. I have attached [mention any supporting documents, e.g., "a copy of the invoice," "my original purchase receipt," "a return confirmation"] to support my claim. I kindly request that you review my account and adjust the bill to reflect the correct amount of [state the correct amount]. Please confirm receipt of this letter and inform me of the steps you will take to resolve this billing discrepancy. I would appreciate a response within [number] business days. Thank you for your prompt attention to this matter. Sincerely, [Your Signature (if sending a hard copy)] [Your Typed Name]

[Your Name] [Your Address] [Your Phone Number] [Your Email Address] [Date] [Website/Company Name] [Customer Support] [Company Address (if available, otherwise use general customer support email)] Subject: Complaint Regarding User Experience on [Website Name] - Order/Account ID [Order/Account ID, if applicable] Dear Sir/Madam, I am writing to express my disappointment with the online experience I encountered on your website, [Website Name], on [Date of Experience]. Specifically, I encountered issues with [describe the problem in detail. For example, "the checkout process crashed multiple times, preventing me from completing my order," "the search function was ineffective and I could not find the product I was looking for," "the website was slow to load and often displayed error messages"]. I was trying to [explain what you were trying to do, e.g., "make a purchase," "access my account," "find information about [product/service]"]. These technical difficulties made it very frustrating to use your website and have [describe the consequence, e.g., "caused me to abandon my purchase," "wasted a significant amount of my time," "led me to seek services elsewhere"]. I hope you will take this feedback seriously and work to improve the user experience on your website. I suggest [offer a polite suggestion for improvement, if you have one]. I would appreciate it if you could acknowledge my feedback and let me know if any improvements are planned. Thank you for your time. Sincerely, [Your Typed Name]

[Your Name] [Your Address] [Your Phone Number] [Your Email Address] [Date] [Company Name] [Advertising Standards Department or Customer Relations] [Company Address] Subject: Complaint Regarding Misleading Advertising of [Product/Service Name] Dear Sir/Madam, I am writing to express my concern and disappointment regarding the advertising for your [Product/Service Name]. I believe that the advertisement, which I saw on [where you saw the ad, e.g., "your website," "a television commercial on [Date]," "a newspaper ad in [Publication Name] on [Date]"], is misleading. The advertisement stated that [quote or describe the specific misleading claim. For example, "'this product is guaranteed to increase sales by 50% within one month'," "'all services include free installation'," "'this product is made from 100% natural ingredients'"]. However, upon [purchasing the product/using the service/further investigation], I found that [explain why the claim is misleading and what the reality is. For example, "the results were far less than 50%," "there was a hidden installation fee," "the ingredients list contained artificial additives"]. This type of advertising is deceptive and unfairly influences consumers' purchasing decisions. I urge you to review your advertising practices and ensure that all marketing materials are accurate and truthful. I request that you [state your desired resolution, e.g., "issue a public correction," "offer a refund to affected customers," "cease running the misleading advertisement"]. I look forward to your response and assurance that this matter will be addressed. Please respond within [number] business days. Sincerely, [Your Signature (if sending a hard copy)] [Your Typed Name]

[Your Name] [Your Address] [Your Phone Number] [Date] [Name of Neighbor, if known] [Neighbor's Address] Subject: Formal Complaint Regarding [Briefly State Issue, e.g., Noise Disturbance, Property Boundary Dispute, Unpleasant Odors] Dear [Mr./Ms./Mx. Neighbor's Last Name or "Neighbor"], I am writing to you today to formally address an ongoing issue concerning [state the specific problem] at your property located at [Neighbor's Address]. I reside at [Your Address]. The issue, [describe the problem in detail. Be factual and avoid emotional language. For example, "excessive noise from loud music and parties that extends late into the night on [specific days/times]," "the encroachment of your [fence/tree branches] onto my property line as indicated by [reference to property survey, if available]," "foul odors emanating from [specific source] that are affecting my quality of life"]. This has been occurring since approximately [Date the issue began]. I have attempted to [mention any steps you've already taken, e.g., "speak with you directly on [Date]," "leave a polite note," "contact the [relevant authority, if applicable]"]. Unfortunately, the situation has not improved, and it is significantly impacting [describe the impact, e.g., "my ability to sleep," "the use of my yard," "the general peace and quiet of our neighborhood"]. I am requesting that you take immediate steps to [state your desired resolution, e.g., "limit noise levels to reasonable hours," "remove the encroaching [fence/branches] from my property," "address the source of the unpleasant odors"]. I value a good neighborly relationship and hope we can resolve this matter amicably. If the issue persists, I may need to consider further steps, such as contacting [mention potential next steps, e.g., "the homeowner's association," "local authorities," "seek legal advice"]. I would appreciate it if you would acknowledge this letter and take appropriate action. Sincerely, [Your Signature (if sending a hard copy)] [Your Typed Name]